Setting the Stage for Success
When it comes to conferences, people often spend weeks refining their content, guest list, and catering – but overlook one of the most important elements of the day: the audio-visual setup.
The thing is, great AV doesn’t just make things look and sound good – it determines how your audience experiences the event. From simple things such as the clarity of speech to stunning lighting that sets the right tone, these details can make or break your message.
Here are our five top things not to forget when planning AV for conferences…and how to make sure you don’t!
- The room shape and acoustics matter more than you think…
Even the best sound system will struggle in a room that’s not suited to it. Flat ceilings, hard surfaces, and awkward layouts can cause echo and worse – feedback.
Our tip: Speak to your AV production team early. Share your venue dimensions, ceiling height, and audience size so they can recommend the right lighting and sound hire and speaker placement for clear, consistent coverage.
- Don’t leave power and cabling until the last minute!
Honestly, it’s one of the most common oversights. Your stage might look perfect, but if power access is limited or cable runs aren’t properly planned in advance, your setup time doubles – and your stress levels definitely rise.
Our tip: Map out your AV layout early, marking where screens, lighting, microphones, and control desks could go. Your conference AV support team can help confirm these placements and then ensure there’s enough power distribution and safe cable management in place.
- Lighting sets the mood (and keeps your people engaged)
Lighting isn’t just functional; it’s emotional. We closely look at lighting setup to ensure it’s supporting the event’s activities and message. Poor lighting can make even the most impressive conference feel flat, while well-placed uplighting and stage design can create seamless focus and great energy.
Tip: Invest in stage lighting that highlights key speakers and if you’re live streaming, enhances visibility for any cameras. Need guidance? Your AV team can show you options for how to effectively light a conference stage suitable for both in-person and virtual audiences.
- Test, test…and test again
Sometimes it feels like we just have no time, but rehearsals aren’t just for presenters – they’re vital for your AV crew too. From microphones to video transitions, testing every cue ensures your event runs smoothly. Run-throughs are always worth the effort!
Our tip: Schedule at least one full technical run-through before doors open. A professional AV production team will always insist on it – and you’ll thank them when the first keynote runs without a hitch.
- Your AV partner is more than a supplier; they’re your creative partner
We get it; AV isn’t necessarily the most glamorous part of the event, and many organisers treat it as a box to tick rather than a source of creative.
But look to your audio-visual services for conferences provider as your guide – they know how to help you enhance your stage design, storytelling, and the overall flow. A lot of AV suppliers are incredibly passionate (well, we certainly are!) about helping to make your event as impactful and enjoyable as possible – so make the most of their expertise!
Our tip: Bring them into the planning phase early. They’ll help you create the best AV setup for your conference - one that supports your goals and maximises your budget.
Make your next conference a memorable experience
It’s easy to underestimate how much good AV contributes to a successful event, but the last thing we want is for something to go wrong.
The truth is, most conference issues are avoidable with the right planning, expertise, and early collaboration.
Just in case you haven’t been able to tell, we’re impassioned when it comes to getting your conference AV nailed – so you can focus on delivering a great event. Just let us take care of all the details.
Need help planning your next conference? Get in touch with our AV production team today.
